April 20, 2011

Agenda 

Elections Commission Meeting

Wednesday, April 20, 2011 at 6:00 pm

City Hall, Room 408

Order of Business

1.      Call to Order & Roll Call

2.      Welcome of Commissioner Jill B. Rowe, appointed by Public Defender Jeff Adachi to a five-year term which expires January 1, 2016.

3.      Announcements

4.      Public comment on any issue within the Elections Commission’s general jurisdiction.

5.  Director’s Report
The Director will update the Commission on matters pertaining to elections and the Department of Elections, including updates on activities of the divisions, plans and activities for upcoming elections or election-related functions, and budgetary matters.

6.   Commissioners’ Reports
Commissioners will report on any meetings with public officials, or oversight and observation activities since the last meeting.

Old Business

7.  Discussion and possible action to adopt policy related to possible Saturday voting, its budget estimate, its logistics, its legal requirements and constraints, its fundraising, or other considerations related to implementation of the measure.

8.  Discussion and possible action regarding the selection of the Elections Commission’s three appointees to the Redistricting Task Force, including the process for evaluating applicants, and choosing the three appointees. (Attachment: “Elections Commission Calls For Applications for Appointment to the Redistricting Task Force.”)

New Business

9. Discussion and possible action to approve the Minutes of the March 16, 2011 Commission Meeting. (Attachment: draft minutes.)

10. Discussion regarding items for future agendas.

Adjournment

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There will be an opportunity for public comment on each agenda item.

Materials contained in the Commission packets for meetings are available for inspection and copying  during regular office hours at the Department of Elections, City Hall Room 48.  Materials are placed in the Elections Commission's Public Binder no later than 72 hours prior to meetings.  Any materials distributed to members of the Elections Commission within 72 of the meeting or after the agenda packet has been delivered to the members are available for inspection at the Department of Elections, City Hall Room 48, in the Commission's Public Binder, during normal office hours.

Cell phones, pagers and similar sound-producing electronic devices: The ringing of and use of cell phones, pagers and similar sound-producing electronic devices are prohibited at this meeting. The Chair may order the removal from the meeting room of any person responsible for the ringing or use of a cell phone, pager, or other similar sound-producing electronic devices.

Disability Access: The Elections Commission meeting will be held in Room 408, City Hall, 1 Dr. Carlton B. Goodlett Place, San Francisco, CA. The Commission meeting room is wheelchair accessible. The closest accessible BART station is the Civic Center Station at United Nations Plaza and Market Street. Accessible MUNI lines serving this location are: #42 Downtown Loop, and #71 Haight/Noriega and the F Line to Market and Van Ness and the Metro Stations at Van Ness and Market and at Civic Center. For information about MUNI accessible services call (415) 923-6142. There is accessible curbside parking adjacent to City Hall on Grove Street and Van Ness Avenue and in the vicinity of the Veterans Building at 401 Van Ness Avenue adjacent to Davies Hall and the War Memorial Complex.

To obtain a disability-related modification or accommodation, including auxiliary aids or services, to participate in a meeting, please contact the Department of Elections at least 48 hours before the meeting, except for Monday meetings, for which the deadline is 4:00 p.m. the previous Friday.  Late requests will be honored, if possible. Services available on request include the following:  American sign language interpreters or the use of a reader during a meeting, a sound enhancement system, and/or alternative formats of the agenda and minutes.  Please contact the Department of Elections at (415) 554- 4375 or our TDD at (415) 554-4386 to make arrangements for a disability-related modification or accommodation.

Chemical-Based Products: In order to assist the City's efforts to accommodate persons with severe allergies, environmental illnesses, multiple chemical sensitivity or related disabilities, attendees at public meetings are reminded that other attendees may be sensitive to various chemical-based products.  Please help the City accommodate these individuals.

KNOW YOUR RIGHTS UNDER THE SUNSHINE ORDINANCE (Chapter 67 of the San Francisco Administrative Code):  Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, boards, councils, and other agencies of the City and County exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. For more information on your rights under the Sunshine Ordinance or to report a violation of the ordinance, contact the Sunshine Ordinance Task Force, CITY HALL, ROOM 244, 1 DR. CARLTON B. GOODLETT PLACE, SAN FRANCISCO CA 94102-4689; PHONE: (415) 554-7724; FAX: (415) 554-7854; E-MAIL: [email protected]

Copies of the Sunshine Ordinance can be obtained from the Clerk of the Sunshine Task Force, at the San Francisco Public Library, and on the City's website at http://www.sfgov.org.

Lobbyist Registration and Reporting Requirements:  Individuals that influence or attempt to influence local policy or administrative action may be required by the San Francisco Lobbyist Ordinance (San Francisco Campaign and Governmental Conduct Code sections 2.100 – 2.160) to register and report lobbying activity. For more information about the Lobbyist Ordinance, please contact the Ethics Commission at 25 Van Ness Avenue, Suite 220, San Francisco, CA 94102; telephone (415) 252-3100, fax (415) 252-3112; and website: http://www.sfethics.org/.

THE ELECTIONS COMMISSION CALLS FOR APPLICATIONS

FOR APPOINTMENT TO THE REDISTRICTING TASK FORCE

What is redistricting?
Every ten years, the Federal Government conducts a census to determine the number of individuals living in the United States. After the census is completed, the Charter requires the Director of Elections to determine whether the existing supervisorial districts meet the legal requirements established by federal, state and local law. If the existing supervisorial districts no longer comply with these legal requirements, the Charter requires the Board of Supervisors to convene an Elections Task Force to redraw the supervisorial district lines. The process of redrawing the supervisorial district lines is known as redistricting. The Director of Elections has not yet made this determination (as of March 28, 2011), but in the event that he finds that the districts must be redrawn and if the Board of Supervisors convenes a task force, the Elections Commission wants to find outstanding candidates as quickly as possible.

How Does Redistricting Work?
If convened, the Elections Task Force will consist of nine members. The Mayor, the Board of Supervisors and the Elections Commission each appoint three members. These nine individuals work with City staff and outside consultants to determine how the supervisorial district lines should be redrawn so that the districts comply with the legal requirements established in federal, state and local law. As part of this process, the Elections Task Force holds multiple community hearings to receive input from the people of San Francisco. Throughout this process and based on community input, the Elections Task Force will make several changes to the existing supervisorial district lines. The Elections Task Force must present a final plan outlining the new supervisorial district lines to the Board of Supervisors in April 2012.

What are the legal requirements for supervisorial districts?
The members of the Elections Task Force must consider federal, state and local legal requirements when redrawing supervisorial district lines. For more on these legal requirements, please see http://www.sfgov2.org/index.aspx?page=270

What are the criteria for appointment to the task force?

Each of the three appointing authorities – the Mayor, the Board of Supervisors, and the Elections Commission – probably have different criteria. By unanimous approval at the March 16, 2011, meeting of the Elections Commission, it has selected the following minimum criteria for its three appointments.  Applicants must:

(1)   Be registered to vote in San Francisco and have voted in San Francisco at least once since January 1, 2006;

(2)   Represent San Francisco’s diverse population;

(3)   Have not been paid by a political campaign since January 1, 2006;

(4)   Not currently a direct-hire employee of an elected official of the City and County of San Francisco;

(5)   Have general knowledge of San Francisco’s neighborhoods and geography;

(6)   Have flexible schedule for attending meetings; and

(7)   Not have a conflict of interest that is prohibited under conflict laws applicable to other City officers.

How can I apply to be appointed by the Elections Commission?

The Elections Commission invites applicants to send a letter that includes the following information:

1. A statement confirming that you fit all of the seven minimum criteria stated above; and
2. A statement of interest, explaining why you want to serve and what your qualifications are; and
3. A statement confirming that you have enough time to attend the meetings of the task force; and
4. A resume, and/or a statement of relevant background.

You may send your application by email to [email protected] (please put “Redistricting Task Force” in the subject line) or by mail or personal delivery to the Elections Commission, City Hall, 1 Dr. Carlton B. Goodlett Place, Room 048, San Francisco, CA 94102.

Deadline for applications is April 29, 2011, at 5:00 p.m.

What happens next?

The Elections Commission intends to hold a special meeting on Wednesday, May 4, 2011, at 6:00 p.m. in City Hall (room to be determined) to discuss the applications and interview applicants. Applicants should attend this meeting.

Following this, the Elections Commission might consider the applications at its regular meeting on May 18, 2011, and intends to make its three selections at its regular meeting on June 15, 2011.

Obviously, in the event that the Board of Supervisors does not convene a Redistricting Task Force, then none of these appointments shall have any effect.

If I have questions?

Please call or email the Elections Commission’s acting secretary, Gail Hilliard at [email protected] (please put “Redistricting Task Force” in the subject line) or 415.554.7494.

DRAFT

Elections Commission Meeting

Wednesday, March 16, 2011 at 6:00 pm

City Hall Room 408

                                                                DRAFT MINUTES

Order of Business

1.                  Call to Order  6:01 & Roll Call

Present; President Richard Matthews, Commissioners Rosabella Safont, Arnold Townsend, Catalina Ruiz-Healy, Gerard Gleason. Vice President Winnie Yu arrived 6:10.

2.                  Welcome of Commissioner Catalina Ruiz-Healy, appointed by the Board of Education to complete the term which expires January 1, 2013.

President Matthews gave a welcome to new Commissioner Catalina Ruiz-Healy, who has been appointed by the San Francisco Unified School District to replace Derek Turner.  Commissioner Catalina Ruiz-Healy spoke briefly accepting her position as Commissioner, and spoke about her experiences and qualifications.  She spent time in Haiti working to train political parties on how to run an election.  She also worked to monitor elections in both 2004 and 2008 Presidential Elections. Catalina worked with CNN hotline reporting on voter irregularities in New York.  She is currently working with young people stressing their civic participation in voter registration and organizing.   

3.                  Discussion and possible action to adopt Resolution of appreciation of the Ballot Simplification Committee, its clerk, and its counsel for their excellent efforts for the November 2010 election.

President Matthews, read the resolution in its entirety.  Thanking them for their excellent work

to the voters of San Francisco.

The resolution was adopted by the Elections Commission UNANIMOUSLY.

Betty Packard of the Ballot Simplification Committee spoke on behalf of the committee and graciously accepted the resolution.  Betty Packard introduced members of the Ballot Simplification Committee June Fraps, Adele Fasick, Ann Jorgenson, Chris Unruh and Barbara Carr the Committee’s Clerk.   Betty commended the Department of Elections and Director John Arntz, for an outstanding job saying it has been a pleasure working with them and not once were they called upon and the response not been quick and efficient. She said that the November 2010 election was the most difficult set of circumstances this committee has faced, but that they were recharged and ready to serve if there is a special election in June.

4.      Announcements. None offered.

5.      Public comment on any issue within the Elections Commission’s general jurisdiction.

No comments 

6.  Director’s Report:
 

Administrative Division: the Board has extended by eight days some of the deadlines to an election being held on June 7.   The State has not called for an election for June 7th and the Legislature can change the deadlines which would allow the Governor to call an election for June 14th or 21^st.  It appears that July 1 is the important date for the legislature since this is when the fiscal year begins and the tax measures expire. 

Director thanked David Chiu’s office for submitting the emergency ordinance to the Board and the City Attorney’s office for drafting the ordinance.

Poll workers division:  They have begun contacting poll workers and are planning to staff fewer polling sites since, if a June election does occur, the Department will consolidate the polling places reducing the total from 571 to 412 places.

Publications: They recently met with vendors obtaining quotes and trying to see what efficiencies we can obtain with publications especially for both Chinese and Spanish publications and are preparing for the Ballot Simplification Committee meeting scheduled next week.

Technology Division: Among their usual work they are focused on prepping the machines and equipment that the city may need to borrow from Riverside County to implement Saturday voting.   They are also looking at increasing the multi-language capabilities of the website and giving more information such as where an individual’s polling place is, vote-by-mail applications, customer surveys all of which will be multilingual.

Campaign Services: will be holding a training class regarding putting ballot arguments

in the voter guides for the Supervisors’ aides this Friday. 

Saturday Voting: Department staff continues to meet at least once a week to prepare for Saturday voting since it will affect every area of our operation.  Keeping in mind this information needs to be finalized for the Controller’s Office regarding cost, this is no simple project, and the contributors who want to fund Saturday voting need information on cost as it will give them a target of what needs to be obtained. 

7.   Commissioners’ Reports 
None offered.

Old Business

8.  Discussion and possible action to adopt policy related to possible Saturday voting, its budget estimate, its logistics, its legal requirements and constraints, its fundraising, or other considerations related to implementation of the measure. Invited to speak and confer with the Commission are Controller Ben Rosenfield (or his designee) as to that office’s role and activities as detailed in Proposition I (Nov. 2010 election); and Alex Tourk, proponent of Proposition I.

Peg Stevenson from the Controllers Office gave an introduction of how the Controllers 

Office works on effectiveness, efficiencies and auditing and determining cost to the City.  She had met the previous week with Director Arntz and Commission President Richard Matthews to discuss their concerns regarding Saturday Voting. Peg says she looks forward to working with the Department and keeping thing transparent as we move forward.

Public Speaker David Pilpel, ask if there has been a drop dead date set.  Deputy City Attorney Jon Givner said that Proposition I does not state a specific date however the Director has anticipated working with the Controller’s Office a set date.  Director Arntz replied that while working with the operational considerations and communicating closely with the Controller’s Office, they will create the deadline. As of now, given what is currently known and the current directives and permissions granted by the Secretary of State, the date by which the Department must know if Saturday voting will occur this November will be July 8^th. Director Arntz said he spoke with the Secretary of State (SOS) earlier and was told that he could announce they plan to grant a waiver which allows San Francisco to use the Edge touchscreen machine on Saturday at the polling places.   Working backward from November that would require July 8th to begin the process of having the machines checked and shipped from Riverside County and having them checked once again after arriving here in San Francisco.  Director Arntz goes on to say that as it pertains to cost, the current draft budget for Saturday voting is $2.3 to 2.4 million, which is higher than the quote given in August, considering there are cost that could not have been envisioned.  Director Arntz agreed with President Matthews that we are fortunate that other counties may have this equipment on hand since the city will need borrow over approximately 300 machines.

Alan Tourk speaking on the behalf of Proposition I and the implementation of Saturday Voting said he wants to make it clear that he understands this is not an easy task and understands that change is difficult.  The motive of this coalition is to inspire people to have a greater participation in voting, that historically voter turnout has been low, with the exception of the last Presidential election.  He feels very left out of information regarding this issue, being that July 8^th is a deadline he wants to know what is the projected cost and he and other concerned voters want to be able to meet the financial requirements that will be set by the Department of Elections and the Controller’s office.  President Matthews assured him that this information is just becoming available regarding cost and that he is getting information really at time same as the Commission.

Commissioner Townsend welcomed him and suggested that he or someone from his coalition attend meetings and this will allow communication and assure that they are informed as the Commission.   President Matthews also invited Mr. Tourk or his designees to attend the meetings of the Commission’s Budget and Oversight of Public Elections Committee (BOPEC) the first Wednesday of each month and Elections Commission Meetings held third Wednesday.

Public Speaker David Pilpel suggested that the website be updated to include information regarding Saturday Voting, that memos between the Department and the Controller’s Office and Secretary Of State be posted.  This information will provide the public with information that allows them to see just how cost is determined and be a source of information.  

9.  Discussion and possible action to adopt criteria for the selection of the Elections Commission’s three appointees to the Redistricting Task Force, as well as the procedure for opening the application period, evaluating applicants, and choosing the three appointees.

A. Following discussion and motion, the following minimum criteria for the Elections Commission’s appointments to the Redistricting Task Force were adopted UNANIMOUSLY:

(8)   Be registered to vote in San Francisco and have voted in San Francisco at least once since January 1, 2006;

(9)   Represent San Francisco’s diverse population;

(10)                       Have not been paid by a political campaign since January 1, 2006;

(11)                       Not currently a direct-hire employee of an elected official of the City and County of San Francisco;

(12)                       Have general knowledge of San Francisco’s neighborhoods and geography;

(13)                       Have flexible schedule for attending meetings; and

(14)                       Do not have a conflict of interest that is prohibited under conflict laws applicable to other City officers.

Public Comment: David Pilpel suggested that these be characterized as ‘minimum criteria.’

Commissions President Matthews intends to call a special meeting May 4^th 2011 for the Commission to interview any applicants.

B. Moved & seconded that the Director of Elections be excused from any Elections Commission meetings which are called for the purpose of discussing the Commission’s appointments to the Redistricting Task Force. There was no public comment. Adopted UNANIMOUSLY.

C. Moved & seconded that the application shall ask applicants to:

(1)   Affirm that they conform with the minimum criteria, above;

(2)   Supply a statement that describes their interest in serving and their qualifications;

(3)   Affirm that they have enough time and flexibility to attend the meetings of the task force; and

(4)   A resume and/or letter of statement of interest and qualifications.

There was no public comment. Adopted UNANIMOUSLY.

D. Moved & seconded that the Commission President is authorized to create the Commission’s application for Commission appointments to the Redistricting Task Force, and to publish it as widely as possible; that the application period should open not later than March 28 and close on April 29, 2011 at 5:00 p.m.

Public comment: David Pilpel suggested that the application information include that the Board of Supervisors and the Mayor also have appointments to the task force and that their criteria, if any, might be different than the Commission’s criteria.

Motion adopted UNANIMOUSLY.

Director Arntz reminded the Commission that it has less than 120 days left.

New Business

10. Discussion and possible action to approve the Minutes of the February 16, 2011 full Commission Meeting.

Vote taken and was unanimous to approve Minutes of February 16, 2011  

11. Discussion regarding items for future agendas.

Adjourned at 8:25 p.m.

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